Snr. Administration

ABOUT THE COMPANY

strengthening foundation skills

JOB SUMMARY

The position supports the Finance and Operations Director in coordinating the procurement and administration functions of ELA, to ensure adherence to timeliness, cost-effectiveness, efficiency, and effective management of goods and services.Qualifications and experienceA University Degree in Business Administration, Project Management, and or procurement fields from a recognized institutionA Masters in Business Administration or Development Studies is an advantageTraining in leadership or management course(s) in addition to the degree is desiredAt least five years’ work experience in a reputable organization in a similar or equivalent positionRequired Skills and CompetenciesMeticulous organizational and prioritization competence, with attention to detailProactive attitude and ability to take initiative and work independentlyHigh energy levels and emotional intelligenceA good team playerStrong interpersonal skills, outgoing personality, and ability to work independently and effectively under pressure and on strict deadlines in a multicultural settingExcellent knowledge of all computer applicationsSuperior oral and written communication skills in English and other local languagesKnowledge of French and/or any other foreign language is an added advantageGood planning and coordination skills and ability to prioritize competing priorities effectively.Good negotiation and relationship management skills.

RESPONSIBILITIES

Administration and procurement:Support in the development of procurement policies and compliance enforcementCoordinate procurement processes including effective management of RFQs, RFPs, bid analyses and evaluations, drafting procurement contracts, and reviewing supplier deliverablesPerform due diligence and vetting of suppliers and service providersReviewing supplier /vendor contracts and service level agreements (SLAs) for approval as needed.Develop and maintain vendor database, all country's asset register maintenance, and implement and sustain a reliable tagging system for central team and each country officeEnsure timely delivery of goods and services as per the agreed terms and conditions, as well as invoicing and timely payment of billsEnsure compliance with procurement SOPsProcess LPO’s in the system and ensure same is delivered to contracted vendorsReceive, review and process vendors invoice through the ERPProvide oversight and management of the movement of items and assets in the storesManage and coordinate all travel (local and international)-related matters, including liaison with travel agents, transporters, foreign missions for visas, accommodation /hotels etc.Management of the office lease/s and operational legal contracts.Ensure timely attendance and provision of all office requirements/supplies including equipment, furniture and fittings, office supplies and stationery, kitchen supplies IEC materials etc.Coordinate timely insurance (including renewals) of office fittings, fixtures and equipment and all other office equipmentEnsure timely identification and attendance to any office/equipment repairs and maintenance needsDevelopment of budgets for the office running costs and sharing with finance for consolidationMonitoring actuals against budget for all office related expensesSupervising the Administration Associate and office support outsourced service providersAny other responsibilities as may be assigned by the direct managers.Provides procurement advice and capacity building to both procurement and non-procurement staff at central and field offices.Participates in preparation of procurement plans as per the program/departmental needs.Leads in asset verification exercise and ensures all assets are insured.Support event planning, including sourcing and booking venues as per the requests from various departments.ReportingThe Senior Administration and Procurement Associate shall report to the Finance and Operations Director.

REQUIRED SKILLS

Reporting, Office administration, management, Logistics planning and management, Ability to coordinate, Procurement

REQUIRED EDUCATION

Bachelor's degree